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The Contract is for the provision of general insurance and related services, including claims handling, loss control services and general programme maintenance and advice as required by Grwp Cynefin. Bidders are requested to bid for the entire scope ...

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Grwp Cynefin
Ty Silyn, Y Sgwar, Penygroes
LL54 6LY
United Kingdom
Contact person: Our Consultant — Maureen Batten
Telephone: +44 7920131507
Fax: +44 1286881141
NUTS code: UKL13

Internet address(es):

Main address:

Address of the buyer profile:

I.2)Joint procurement
Access to the procurement documents is restricted. Further information can be obtained at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
I.4)Type of the contracting authority
Body governed by public law
I.5)Main activity
Housing and community amenities

Section II: Object

II.1)Scope of the procurement

Insurance and Related Services 2017.

II.1.2)Main CPV code
II.1.3)Type of contract
II.1.4)Short description:

The Contract is for the provision of general insurance and related services, including claims handling, loss control services and general programme maintenance and advice as required by Grwp Cynefin. Bidders are requested to bid for the entire scope of services. The procurement will follow the two-stage Restricted Procedure, with bidders pre-qualified on the basis of capability, capacity and experience using the attached SQuID questionnaire.

II.1.5)Estimated total value
II.1.6)Information about lots
This contract is divided into lots: no
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
NUTS code: UKL13
Main site or place of performance:

All six North Wales Counties plus north Powys.

II.2.4)Description of the procurement:

Insurance cover, related advice, claims management and loss control services for property, legal liabilities, engineering insurance and inspection and other general(non-life) insurances as required by Grwp Cynefin for a period of 3 (years (or periods of insurance)commencing 1.11.2017, with the option to extend by up to a further 2 years at Grwp Cynefin's sole discretion. The contract is NOT divided into lots so bidders are required to bid for the entire scope of services. Bids are invited from suitably qualified and experienced insurance brokers or direct insurers.

The Contract will follow the Restricted Procedure with a pre-qualifying stage based on the SQuID and bidders will be selected on the basis of their capability, capacity and experience to perform the contract. Those selected will be invited to submit a Tender. The Contract will be awarded on the basis of Most Economically Advantageous Tender, with specific evaluation criteria detailed within the ITT and contract documents.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

Contract may be extended for a further 2 years beyond the initial 3 year period, subject to satisfactory performance, at Grwp Cynefin's sole discretion.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Maximum number: 6
Objective criteria for choosing the limited number of candidates:

Availability of suitably qualified, competent and experienced candidates.

II.2.10)Information about variants
Variants will be accepted: yes
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Bids should be based on the current levels of cover as shown in the attached Schedules of Cover. However, Grwp Cynefin will also consider alternative bases of cover such as different excess levels, provided these are accompanied by a cost-benefit analysis. Further detail will be provided to in the ITT to those bidders invited to submit a Tender at Stage 2.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:

AS a minimum, you are required to demonstrate:

- you are an insurance broker registered with and regulated by the UK Financial Conduct Authority or an insurer authorised /and or regulated by the UK Financial Conduct Authority or Prudential Regulation Authority or equivalent in another member state of the European Economic Area indicating the types of insurance/service the bidder is authorised to arrange or provide,

- the financial ability and strength to deliver the programme,

- use of insurers with a Standard and Poors (or equivalent) rating of A- or above(see details in SQuID),

- the ability to provide social landlords with a choice of insurers and/or options,

- a record of successful provision of relevant services to property owners, social housing organisations or other organisations that are similar in profile to the contracting authority,

- a skilled and competent service team, being client relationship management, technical staff, broking/underwriting expertise, claims managers and risk managers,

- your commitment to delivering quality service to Grwp Cynefin, including that provided to us by any third party contractor employed by you or by the insurers you propose,

- your ability to demonstrate client satisfaction on at least 3 similar contracts,

- CII chartered form status and/or commitment to its Code of Ethics, commitment to corporate and individual professional development defined by the CII or similar professional organisation.

III.1.2)Economic and financial standing
List and brief description of selection criteria:

See relevant questions within the SQuID. Specific descriptions and weightings will be specified within the ITT.

Minimum level(s) of standards possibly required:

(1) All candidates will be required to provide evidence of relevant insurances as detailed in the SQuID.

(2) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.

(3) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business. A minimum financial rating of A- from Standard & Poor (or equivalent from another recognised Rating Agency)will be required of all Risk carriers (see SQuID).

III.1.3)Technical and professional ability
List and brief description of selection criteria:

Specific descriptions and weightings will be specified within the ITT, including mandatory regulation by UK Financial Conduct Authority or Prudential Regulation Authority or equivalent.

Minimum level(s) of standards possibly required:

A statement of the candidate's average annual number of staff and managerial staff over the previous 3 years.

(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract.

(3) An indication of the proportion of the contract which the services provider intends possibly to subcontract.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
Execution of the service is reserved to a particular profession
Reference to the relevant law, regulation or administrative provision:

Execution of the service is reserved to suitably qualified, registered and experienced insurance providers, brokers and direct insurers.

III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1.1)Type of procedure
Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 21/07/2017
Local time: 15:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 24/07/2017
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 31/10/2017
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published:

3 years from 1 November 2017 unless two-year extension is instructed.

VI.2)Information about electronic workflows
VI.3)Additional information:

Selection of bidders -Questions in SQuID should be considered in alignment with financial, economic and technical requirements stated in Contract Notice.

Note: to register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

(WA Ref:68231).

VI.4)Procedures for review
VI.4.1)Review body
Grwp Cynefin
Ty Silyn, Y Sgwar, Penygroes
LL54 6LY
United Kingdom
Telephone: +44 3001112122
Fax: +44 1286881141

Internet address:

VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice: